Administrative Secretary N

Job Description

Job Description

Established in 1899, Child & Family Service (CFS) is a community-based organization with a mission of strengthening families and fostering the healthy development of children. CFS has been a fierce advocate for children and families in the midst of social injustices and inequalities. Our statewide support, counseling, and therapeutic programs help individuals and families heal from trauma, prevent abuse and neglect, and can break the cycle of generational poverty.

MISSION STATEMENT

Strengthening families and fostering the healthy development of children.

OUR VISION

Healthy, thriving individuals and families building strong, multicultural communities across generations.

OUR VALUES

HOPE values: H umility, O wnership, P erseverance, E ngagement

We offer an extensive array of benefits for our employee including paid time off, preventative health care paid time off, birthday floating holiday, volunteer floating holiday, 16 Paid Holidays in a Year (17 in an Election Year), Medical/Dental/Vision/RX plans, Out-out incentive, 401(k), flexible spending plans, & more.

Come join Child & Family Service and help us serve thousands in our communities!

SUMMARY OF DUTIES

Under the direction of the Program Supervisor, the Administrative Secretary is responsible for providing administrative support to the Domestic Violence Advocacy Program. This role includes specialized secretarial and clerical tasks that necessitate a comprehensive understanding of relevant terminology, forms, and procedures. The position also involves managing sensitive and confidential information in compliance with HIPAA guidelines.

The Administrative Secretary’s responsibilities involve:

• Screening potential participants over the phone and during the intake process.
• Provide administrative and clerical support to the program, ensuring effective coordination between support staff and the program team.
• Schedule intake assessments and update participant attendance records.
• Oversee the maintenance of participant records and facilitate communication with both internal and external sources.

The skills required for this role include answering phones, welcoming and assisting office visitors, and operating personal computers and other office equipment. This dynamic position requires a significant level of initiative, independent judgment, and discretion in managing calls, visitors, and mail, as well as handling requests for information.

EDUCATION AND TRAINING REQUIREMENTS

• High school, plus additional courses or specialized training at business or community college, or other formal training facility or program.
• Requires ability to understand and carry out assigned duties effectively.
• Knowledge needed such as stenography, office routines, elementary accounting procedures; operation of equipment such as bookkeeping and billing machines, tabulating equipment, transcription machines.

EXPERIENCE

• Over one year, up to and including two years.

SPECIAL KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Must possess significant organizational skills to perform assignments.
• Competent use of computers, to include use of MS Word and Excel spreadsheet applications.
• Able to operate office machines such as facsimile machines, and photocopier machine.
• Familiar with Zoom and Teams Platforms to schedule meetings and minor technology support.

OTHER POSITION REQUIREMENTS

• This position is subject to a criminal background investigation and continued employment is contingent on a record clear of convictions.
• Requires contacts both inside and outside the organization in order to furnish or obtain information and/or provide participant services. Normal courtesy, tact and discretion required.

At Child & Family Service, we are proud to be an equal opportunity employer and prohibit discrimination and harassment of any type without regard to race, color, religion, age, national origin, disability status, genetics, veteran status, sex, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We apply this to all aspects of employment, including, but not limited to, recruiting, hiring, promotion, transfer, leave of absence and termination.